East African Crude Oil Pipeline (EACOP) LTD (“EACOP LTD”) invites experienced and reputable companies to express their interest in providing the above services. The EACOP Project involves the construction and operation of an underground and cross-border pipeline to transport crude oil for export to international markets. The pipeline will run from Kabaale, Hoima District in Uganda to the Chongoleani peninsula near Tanga in Tanzania. The length of the pipeline is 1,443 km, of which 296 km will be in Uganda.

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Brief Description Of The Scope Of The Services:
EACOP LTD is seeking an experienced and reputable company, organization or joint venture to select and deploy Village Liaison Officers and implement an information, education and communication (IEC) campaign for 171 villages along the 296 km pipeline right of way and 64 villages adjacent to key transport routes in advance of the start of construction activities. This is to ensure that communities within the EACOP area of influence are provided key Project information in a manner that is adjusted to be appropriate to the various cultures of target communities, accessible to all segments of the community and allows them to have an opportunity to articulate any concerns or questions related to the EACOP Project. The scope includes three components:

Recruitment, selection and ongoing support of Village Liaison Officers (VLOs) directly from affected communities:
• Identify potential candidates for Village Liaison Officer (VLO) positions to provide coverage of clusters of villages
• Conduct background checks on candidates, preparation of 6-month (extendable) employment contracts, supporting selected VLOs in opening bank accounts, providing PPE (as specified by EACOP), making monthly salary payments (with pay slips understandable to candidates) as specified by EACOP and conforming with all statutory employment requirements
• Establish a system to provide VLOs with adequate phone credit to do their work and pay other related costs such as any necessary transport allowances
• Provide performance reviews of VLOs and provide contract extensions to those with strong performance for the full period of construction, remediation and eventual demobilization
• Demobilize VLOs at the termination of the period and ensure that all outstanding salary payments are made and work certificates provided
Develop and carry out a mobile community information roadshow reaching 235 Project-affected communities and Kampala:
Based on the predominant languages of the targeted villages, the successful contractor will be required to:
• Design and create kiosks and events (e.g. community theatre) with key messages and contents in line with EACOP requirements on the following topics:
1. Project timeline, construction activities, social and environmental safeguards, human rights, national content opportunities and processes, accessing the EACOP grievance procedure and other frequently asked questions (FAQs)
2. Specific traffic safety campaign (in close collaboration with EACOP Health & Safety department) targeting at risk groups, particularly children, perhaps in the form of community theatre
• Develop stands containing exhibits with photographs and interactive items and events that provide information easily accessible for both literate and non- literate populations.
• Ensure that kiosks are protected from sun and rain (tents)
• Develop strategies to ensure that messages reach special interest groups including women, youth, elderly and persons with disabilities
• Prepare an implementation schedule for the campaign and ensure that supporting logistics (transport, accommodation, meals) have been budgeted and planned
• Implement the roadshow in 235 villages and also find a venue in Kampala where it can be open to the public for three days
• Provide weekly reports on villages reached, number of attendees, special interest groups reached, photos, challenges faced, questions or issues arising requiring follow-up
• Prepare an end of campaign final report
Upgrade of community noticeboards:
• Procure and install 235 new community noticeboards to 171 pipeline communities plus other 64 other traffic-affected communities.
• Develop supporting posters to post on community noticeboards
• Manufacture or procure 235 community notice boards strictly following specifications provided by the company
• Transport and install noticeboards to negotiated locations along the Ugandan section of the pipeline corridor and Project traffic-affected communities, as specified by EACOP
• Repairs of noticeboards during a two-year warranty period
An end of project final report will be required detailing activities conducted per village and per component.

Minimum Requirements:
Companies, organizations or joint ventures expressing their interest are invited to document their request submit:
• Certificate of Incorporation
• Valid Trading License
• Memorandum and articles of association
• Memorandum of understanding for joint ventures
• Demonstrate good understanding of Scope of Work for services to be provided (1 page max.)
• Provide relevant experience, capacity (including transport and human resources) and governance (2 pages max.)
• Recommendations from at least three (3) organizations/firms/companies with contact persons, to whom similar services have been provided by your company.
• Proof of registration with the Uganda Revenue Authority (URA) and Tax Clearance Certificate for the latest year available.
• Proof of registration on the National Supplier’s Database (NSD)
• Compliance with the Petroleum Midstream National Content Regulations, 2016.
• Evidence of organization QHSE policy, procedure, and process in compliance with applicable Local and Industry standards for similar works.
• Financial capacity to deliver the services required. (Audited books of accounts for the previous two financial years).

Companies or organizations that have the ability, capacity, and resources to implement the activities listed above should express their interest by sending (together with the documents stated in the above section) through and emailing to procurement.ug@eacop.com (max. email size 20Mb) on or before 17:00 hours East African Time (EAT) on or before 2nd June 2023
Statements of EOI should not exceed twenty (20) pages long. All expressions of interest should be submitted in English language.

Note: EACOP LTD will review and assess the documents provided by companies that have expressed interest in accordance with this EOI and conduct evaluations based on internal criteria to determine which companies will be included in the list of pre-qualified companies. Only the pre-qualified companies will receive, by signing a Non-Disclosure Agreement (NDA), an invitation to bid as a continuation of the call for tender process. EACOP LTD reserves the right at its sole discretion to make the decision to select or reject a company and maintain its decision without having to give reasons to the company concerned.